Student Aid: genpara

GENERIC PARAGRAPHS AND DEFICIENCY CODESABOUT THIS FILEMarch 1999

This document contains all the available generic paragraphs for the deficiency codes listed in the1994 Program Review Guide. It also contains new deficiency codes that were not included inthe Program Review Guide and, where available, generic paragraphs for the new codes.The generic paragraphs are provided to program reviewers as a starting point for the preparationof program review reports. Reviewers may modify the paragraphs to take into consideration thespecific circumstances of a finding or they may decide not to use them. Please note that thereferences and requirements in the generic paragraphs may be out of date.The deficiency code areas covered in this document are:

0000 FEDERAL CAMPUS BASED AID PROGRAMS1000

FEDERAL WORK STUDY PROGRAM2000

GENERAL3000

FISCAL4000

FEDERAL PELL GRANT PROGRAM5000

FEDERAL FAMILY EDUCATIONAL LOAN PROGRAM5500

FEDERAL DIRECT LOAN PROGRAM8000

FEDERAL PERKINS LOAN PROGRAM9000 FEDERAL SUPPLEMENTAL EDUCATIONAL OPPORTUNITY GRANT PROGRAM

FEDERAL CAMPUS-BASED AID DEFICIENCY CODES

CBA 0001 ADJUSTMENTS TO FAMILY CONTRIBUTION NOT DOCUMENTED

FINDING:ADJUSTMENTS TO FAMILY CONTRIBUTION NOT DOCUMENTED

During the __________ award year(s), the institution adjusted individual student family contribution calculations toaward student financial assistance. The adjustments to student #'s ____________budgets were not documented.An institution that fails to properly establish a student's eligibility for Title IV, HEA funds deprives other needystudents of these funds and creates a financial burden for the U.S. Department of Education (ED).

REFERENCE:(Use prior to the 1993/94 award year)

Higher Education Amendments of 1986, Public Law 99-498, Part F, Section 479A, 10/17/86Higher Education Amendments of 1987, Public Law 100-50, 6/03/87

(Use for the 1993/94 award year and after)

Higher Education Amendments of 1992, Public Law 102-325, Part F, Section 479A, 7/23/92

REQUIREMENT:

Institutions are permitted to make changes in an individual student's need analysis based on that student'sextenuating circumstances. However, an explanation of the reason(s) for these changes must be documented andmaintained in the student's file at the institution.The institution must review the above-mentioned student files and determine whether the required documentation iscontained in the files. If the documentation is missing, the institution must recalculate the students' familycontribution, using an approved needs analysis system. A report on the results of the review must be provided tothis office. All incorrectly disbursed aid is an institutional liability and must be returned to ED. Instructions forrepayment, if any, will be provided in the Final Program Review Determination letter.If this finding recurs in a subsequent program review or audit, ED will assess a liability and may propose aninformal fine.

CBA 0010 CAMPUS-BASED SELECTION PROCEDURES NOTWRITTEN/FOLLOWED

(formerly CAMPUS-BASED SELECTION PROCEDURES NOTWRITTEN)

FINDING

:

CAMPUS-BASED AWARD SELECTION PROCEDURES NOT WRITTEN

Although the institution's campus-based

(specify applicable program(s))

awarding policy meets regulatoryrequirements in practice, the institution does not have written criteria for selecting recipients of Federal(specific campus-based program) awards.

REFERENCE

:34 CFR 668.43, General Provisions, December 1, 1986

(Select applicable program reference)

34 CFR 674.10, Federal Perkins Loan Program, December 1, 198734 CFR 675.10, Federal Work-Study Program, December 1, 198734 CFR 676.10, Federal Supplemental Educational Opportunity Grant Program, December 1, 19877

REQUIREMENT

:Federal regulations require that an institution's selection criteria for campus-based recipients be: 1) in writing; 2)uniformly applied; and 3) maintained in the institution's files.In response to this finding, the institution must develop written criteria based on the regulations cited above andconsistently apply it to all Federal (specific campus-based programs) recipients. A copy of that policy must besubmitted to this office.

CBA 0011 CAMPUS-BASED AWARDS NOT MADE AVAILABLE TO NON-TRADITIONAL STUDENTS

(This code no longer used – Generic Paragraph Not Developed)

CBA 0020 CAMPUS-BASED DISBURSEMENT NOT IN MULTIPLE/EQUALPAYMENTS

(formerly DISBURSEMENT – NOT MADE IN EQUAL PAYMENTS)

FINDING:CAMPUS-BASED DISBURSEMENT NOT MADE IN MULTIPLE/EQUALPAYMENTS

The student(s) listed below received unequal disbursements of campus-based awards.Failure by the institution to make multiple/equal payments of campus-based funds to students may cause increasedexpense for the U.S. Department of Education.

REFERENCE:

34 CFR 674.16, Federal Perkins Loan Program, December 1, 199734 CFR 676.16, Federal Supplemental Educational Opportunity Grant Program, December 1, 1987, amended July21, 1992

REQUIREMENT:

Each payment period, the institution must pay the student a portion of the campus-based aid awarded to him/her fora full academic year. The institution must determine the amount of each payment by dividing the total award by thenumber of payment periods in that academic year.If a student incurs uneven costs or resources during an academic year and needs additional funds in a particularpayment period, the institution may advance funds to the student for those uneven costs.In its response, the institution must provide its assurance that Federal SEOG/Perkins Loan disbursements will bemade in multiple/equal payments unless, as described by regulations, a given student incurs uneven costs orresources.

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